BSBPMG512: Project Report on Manager Networks Conference

This report details a project management plan for Manager Networks' annual conference, covering various aspects such as project scope, assumptions, dependencies, and constraints. It includes a work breakdown structure, milestones, and stakeholder roles. The report also addresses project communication, change management, cost management, risk management, and issue management. Furthermore, it presents a project report with feedback from project team members on milestone achievements, forecasts the impact of changes to the project schedule, and provides responses to maintain project objectives. The report also includes emails to the CEO and project team members regarding project updates and schedule revisions. The project aims to deliver a successful leadership-focused conference, promoting professional development and networking opportunities.

BSBPMG512
Assessment Instruction
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Table of Contents
TASK 2............................................................................................................................................4
Introduction......................................................................................................................................4
Project management approach.........................................................................................................4
Project scope....................................................................................................................................4
Criteria For Success................................................................................................................4
Project assumptions................................................................................................................4
Project dependencies and constraints.....................................................................................5
Work Breakdown Structure.............................................................................................................5
Milestones........................................................................................................................................7
Stakeholders Roles and responsibilities...........................................................................................7
Project communication....................................................................................................................7
CEO........................................................................................................................................7
Project manager......................................................................................................................7
Manager Network Staff..........................................................................................................7
Project Team...........................................................................................................................8
Speakers..................................................................................................................................8
Attendees................................................................................................................................8
Change management........................................................................................................................8
Cost management.............................................................................................................................8
Risk management.............................................................................................................................8
Issue management............................................................................................................................9
Management Plan Approval process...............................................................................................9
Email to CEO...................................................................................................................................9
Email to Project Team Members...................................................................................................10
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TASK 3..........................................................................................................................................10
Project Report................................................................................................................................10
Review of feedback from project team members on milestone achievements....................10
Forecast the impact of any changes to the baseline Project Schedule..................................11
Baseline Project Schedule variances....................................................................................11
Responses to the changes, and how these will maintain the project objectives...................11
Email to CEO with project report attached....................................................................................12
Email to project team members with revised project schedule......................................................12
TASK 4..........................................................................................................................................12
Email..............................................................................................................................................12
CONCLUSION..............................................................................................................................14
REFERENCES..............................................................................................................................15
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TASK 2
Introduction
Manager Networks is acknowledged to be an organisation which is engaged in provision of
networking events for business associates or corporate persons prevailing within the bounds of
Australia. This organisation conducts networking events on a regular basis but has now taken the
decision begin an annual conference event which would be emphasized over a significant area of
business. Manager Networks has entered into a contract with a company for carrying out a
conference with the hope that the event will give knowledge related to leadership topics and
skills. The conference is also supposed to be promoting Manager Networks and rendering
professional development to clientele.
Project management approach
 Cristian Andres Alarcon – Project Manager: Having the responsibility to deliver
project with full accountability and authority.
 CEO: Receiving data related to progress of project and looking upon the project viability.
 Project team members: Giving full contribution in making the project delivery as per
the guidance provided via project manager.
Project scope
Criteria For Success
The Criteria For Success of the current project includes aspects like project scope, time,
budget, quality, project effectiveness, risk assessment and risk mitigation.
Project assumptions
 The employees of the entity are well developed and prepared for project delivery within
the allotted time and funds.
 The client company will be providing the content for conference and the manner in which
speakers will be tackling it.
 The client company will be accountable for the quality of final content.
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Project dependencies and constraints
 Time: Project should be completed before the conference date
 Budget: Project should be delivered as per the budget approved by the client.
Work Breakdown Structure
1. Initiation. 3 weeks
1.1. Develop Project Charter. 2 week
1.2. Approval of project Charter. (FS 1.1.) 1 week
1.3. Project management. 3 weeks
2. Planning. (FS 1) 4 weeks
2.1. Develop Project Management plan. 3 weeks
2.2. Approval of Project Management plan. (FS 2.1) 1 week
2.3. Project management. 4 weeks
3. Implementation. (FS 2) 136 days
3.1. Venue. 24 days
3.1.1. Research on potential venues. 5 days
3.1.2. Request for quotes. (FS 3.1.1.) 3 days
3.1.3. Contact potential venues for inspection. (FS 3.1.2.) 5 days
3.1.4. Choose the appropriate venue. (FS 3.1.3.) 3 days
3.1.5. Venue approval. (FS 3.1.4) 5 days
3.1.6. Venue booking and catering finalisation. (FS 3.1.5.) 3 days
3.2. Speakers. (SS 3.1) 34 days
3.2.1. Contact preferred speakers. 5 days
3.2.2. Request for quotes. (FS 3.2.1.) 5 days
3.2.3. Contact substitute speakers. (FS 3.2.1.) 5 days
3.2.4. Confirm speakers. (FS 3.2.3.) 5 days
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3.2.5. Signing of contract. (FS 3.2.4.) 3 days
3.2.6. Hotel research and booking. (FS 3.1.6. FS 3.2.5.) 3 days
3.2.7. Inform Speakers about the hotel and conference details. (FS 3.2.6.) 3 days
3.2.8. Send speakers’ payments (SS 3.2.7) 3 days
3.3. Marketing. (SS 3.2) 45 days
3.3.1. Create a marketing plan. 5 weeks
3.3.2. Create marketing materials. (FS 3.1. FS 3.2.5. FS 3.3.1.) 2 weeks
3.3.3. Distribute brochures and marketing materials. (FS 3.3.2.) 2 weeks
3.4. Registration(FS 3.1.) 78 days
3.4.1. Registration Chart. 1 week
3.4.2. Registration approval. (FS 3.4.1) 1 week
3.4.3. Check received payments (FS 3.1. FS 3.2. FS 3.3) 52 days
3.4.4. Speakers introduction and guided tour (FS 3.1. FS 3.2. FS 3.3) 1 day
3.4.5. Attendees introduction and guided tour 1 day
3.4.6. Conference Event (SS 3.4.5) 1 day
3.4.7. Receive feedback. (FS 3.4.6.) 1 week
3.4.8. Final registration report (SS 3.4.7.) 1 week
3.5. Project management136 days
3.5.1. Monthly progress meetings. 136 days
4. Finalisation. (FS 3) 26 days
4.1. Evaluate attendees feedback. 1 month
4.2. Evaluate speakers review. (SS 4.1.) 1 week
4.3. Lessons learned. (FS 4.1. FS 4.2.) 1 week
4.4. Final meeting (FS 4.3.) 1 day
4.5. Project management. 26 days
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Milestones
 Information should be provided to all stakeholder groups
 Speakers’ confirmation
 Theme introduction within conference
 Booking and payment for venue
 Marketing material
 Information provided to the list of attendees
 Registration of attendees
 Receipt of the payments
Stakeholders Roles and responsibilities
 Cristian Andres Alarcon Pacheco: project manager
 CEO: Steering
 Donna Chisholm: Trainer Coordinator
 Dan Streep: Administration assistant and logistics
 Edith Partridge: Chief Financial officer
 Erin O’Donnell: Marketing Manager.
 Manager Network Staff
 Conference speakers
Project communication
CEO
 Receiving progress of project every month from project manager
 Receiving the closure report of project in project finalization
Project manager
 Receipt of necessary information pertinent to project via all the stakeholder groups
Manager Network Staff
 Conducting meetings with project manager on a monthly basis
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Project Team
 Project information
Speakers
 Event confirmation
Attendees
 Via email and social media platforms
 Via event information on website and brochures
Change management
 Any change which has been made to schedule should be introduced in accordance with
cooperation shown amidst Project manager and project team with CEO
 The changes must be duly discussed within meetings along with the probable issues that
they incorporate within them.
 The issues should be entered in the Issue Register document and thereafter shared with
project team members
Cost management
The project needs to be carried out in accordance with the budget. This is why it is
important to develop a Cost Management Plan which lays down policy, procedure and
documentation for keeping a control over the cost of project. The cost management process will
thus be maintained all throughout the project so that the cost does not exceed the allotted funds.
Risk management
 The project team should develop a risk management plan which should be discussed with
CEO.
 This risk management plan should also be duly communicated to all the stakeholder
groups once in every 15 days.
 Each and every project risk should be entered in the risk register so as to effectively
tackle them in a timely manner.
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Issue management
 The issues which have been determined and discussed within meetings need to be entered
in Project Issue Register.
 In meetings and fortnightly review sessions, stakeholder groups would be provided with
information about the issues entered within the register.
Management Plan Approval process
 Any of the changes made to project schedule need to be duly discussed with members of
project team within meetings and thereafter be approved by CEO
 All the issues should be duly identified and documented in the register.
 The entire project information should be duly verified via project manager.
 Project portfolio must record all the information pertinent to the project.
Email to CEO
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Email to Project Team Members
TASK 3
Project Report
Review of feedback from project team members on milestone achievements
 Donna Chisholm stated that she received confirmation by just 2 speakers. Although she
tried to call but could not succeed in reaching out to the other twp. Donna has asked for 2
more weeks in which she will give 4 conformations along with topic finalizations.
She will render assistance in communicating and lining the speakers. Donna has drafted
Conference Program that can be put to use till the finalization of speakers.
 Dan Streep booked Park Royal after assessment of all the quotes and discussion of
selection with Edith Partridge. However, he received a call from the MD of the Park
Royal’s Managing Director later to convey that the venue has already been booked for
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the weekend by a pharmaceutical company. So, Dan will select another venue and
discuss about the same with Edith Partridge.
 Erin O’Donnell, marketing manager of Manager Networks Marketing Manager, is
awaiting topic, speakers and venue prior to creation of promotion materials. Haven
spoken to the printing corporation, the brochures are expected to be received sooner in
order to get them printed in a timely manner.
 Edith Partridge, the CFO, would be having control of finance department of the congress.
Forecast the impact of any changes to the baseline Project Schedule
Owing to delay of speaker confirmation by 2 wks, some tasks were affected and these
are:-
 The task Contacting alternate speakers was delayed by 2 wks
 The task Creation of the marketing material was delayed by 2 wks
Baseline Project Schedule variances
Task Name Duration Starting date Finishing Date
Contacting alternate speakers 5 days 26/09/19 2/10/19
Confirmation of the speakers 2 weeks 3/10/19 9/10/19
Creation of the marketing material 1 week 24/10/19 6/11/19
Responses to the changes, and how these will maintain the project objectives
 Rather than monthly review, weekly review will be conducted to keep project on track.
 In case an issue is not clarified, it should be escalated to CEO the soonest possible
 The project team will work upon minimizing any delays as they have an overall impact
upon the whole project delivery
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Email to CEO with project report attached
Email to project team members with revised project schedule
TASK 4
Email
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